Terms of Business
The terms that govern how we work together — for permanent and retained recruitment, and for the supply of temporary and contract staff.
LONDON 151 Wardour Street, London W1F 8WE | T: 020 7436 0220 | Retail: 020 7637 0220 | F: 020 7436 0088
Registered Office: 14 Bristol Gardens, Little Venice, London W9 2JG | Registered in England Reg. No. 2608639
Recruitment Terms of Business
for Fashion Personnel Limited trading as Fashion and Retail Personnel — herein referred to as “we” or “us”
1. File Search
This is the normal approach associated with recruitment consultancy and is based on us reviewing our own extensive files and most of the commercial CV banks. It may also include specific advertising on your behalf.
Fees would be calculated on a percentage of first year’s salary, including any guaranteed payments. A car would be deemed at £6,000 per annum. For overseas clients, the fee charged is calculated using the prevailing exchange rate (as at Barclays Bank plc) on the date the invoice is issued.
1.1 Multi-Agency/Consultancy: if the job role is briefed to other agents or consultants, our fee would be 24% of first year’s salary.
1.2 Sole Agency: if we are handling the role exclusively, the fee would be 20% of first year’s salary.
1.3 Retained: if a retainer of no less than £500 is agreed and paid at the commencement of the assignment, then our fee would be 18% of first year’s salary, less the retainer already paid.
1.4 Multiple vacancies: discounts may be offered dependent on the level of exclusivity. The most generous discounts are available when we are retained. Please ask for a quote.
1.5 Search Assignments: for certain specialist, senior or confidential roles, fees are charged in three stages and range between 24% and 33%. Please ask for a quote.
2. Payment
2.1 Placement fees will be invoiced on written acceptance of an offer to a candidate introduced by us. All invoices for placement fees and expenses are payable within seven days of their invoice date or seven days after the candidate commences employment, whichever is the later.
2.2 Interest at 4% above the base rate prevailing at Barclays Bank plc will be charged on all late payment.
2.3 All invoices are subject to VAT at the prevailing rate.
2.4 Our bank details are written on our invoices for ease of reference. The client should confirm it has our exact bank details for payment and, if these differ from those listed on our invoices, the client should contact us at once. The client is responsible for ensuring that payment has been made to the correct account.
2.5 All payments should be made in Sterling (GBP). Any charges for currency exchange and all bank transaction fees will be borne by the client.
3. Rebates
3.1 If a candidate placed by us is dismissed for poor performance or disciplinary issues (excluding redundancy, constructive or unlawful dismissal), a rebate will be made to the client’s account according to the following scale: termination of employment within 1 week: full rebate, reducing by 12.5% for each following week until week 8.
3.2 The rebate will be applied to the client’s account and shall not take the form of a cash refund, but will be applied to future sales. All rebates are subject to the client paying our invoice by the due date.
3.3 The rebate will be calculated from the date the candidate’s termination takes effect. The client must notify us within 5 days of the termination.
3.4 No rebates will be provided where a fee discount has been given, unless otherwise stated in writing by us.
3.5 This clause applies to full-time/part-time employment only and does not apply to a fixed term contract, consultancy agreement or a subsequent offer of full-time/part-time employment.
3.6 Any rebate not claimed within 2 years of termination will be cancelled.
4. Fixed Term Contracts
4.1 Our fees are calculated at 24% of the anticipated gross basic remuneration for the duration of the fixed term contract. Fees are payable upon receipt of the candidate’s written acceptance of the offer of employment. Fixed term contracts attract no rebate facility.
4.2 Should a contract be extended or renewed for any reason, a further fee of 24% of the anticipated gross basic remuneration will be charged for the duration of the extended period. Fees will be charged, and are payable, at the beginning of any additional period. The maximum fee chargeable in aggregate will be the first year’s annual guaranteed remuneration.
5. Consultancy Arrangements
5.1 For any consultancy arrangement agreed with any of our candidates where no specific starting salary has been specified and where remuneration is based on a commission or other form of payment other than an agreed rate or total remuneration, a fee plus a percentage of the total commission or other form of payment paid in the first year will be agreed in advance in writing.
5.2 The balance of the fee element and the percentage of the total commission or other form of payment paid in the first year is payable upon receipt of the candidate’s written acceptance of the offer of employment.
5.3 In the absence of any prior written agreement, a minimum charge of £5,000 will be made for the fee element of any such introduction.
5.4 Where a candidate is offered a zero-hour contract, the assumption will be that this is a full-time position unless otherwise notified and agreed with us at the commencement of the project. The annual salary will be calculated as the hourly rate for a 40-hour week. The minimum fee would be £5,000 unless otherwise agreed.
6. Employment of our staff
A fee will be charged if the client employs a current employee of ours with whom the client was dealing, in the course of us providing recruitment services. This is charged upon the acceptance of an offer of employment to our employee at a flat fee of £15,000. No rebate facility is provided when employing our employee.
7. Withdrawn offers
Where an offer of employment has been made to the candidate in writing by the client and is subsequently withdrawn after acceptance by the candidate through no fault of the candidate’s, the normal recruitment fee will be payable by the client.
8. Offers to consultants and fixed term contract workers
Where there is an intention to offer a formal contract of employment to a candidate after an initial trial or probationary period or after a fixed term contract or otherwise, it will be deemed that an agreement has been entered into between the candidate and the client for full time/part-time employment. Fees will be charged in accordance with clause 1.
Similarly, if a candidate introduced by us and employed on a fixed term contract, or a consultancy arrangement is subsequently taken into full-time/part-time employment by any company within your group of companies, a fee according to clause 4 is payable, less any fees already paid in accordance with clause 4 or 5. No rebate will be given for any fee already charged.
9. Source of candidates
We will generate candidates through various methods of attraction including advertising. In accepting these terms and conditions the client consents for us to advertise this vacancy both on and offline, subject to any confidentiality requirements set out by the client when instructing us to recruit. Any print media advertising that includes the client’s own branding will be submitted to the client for approval before going to press. The client’s own logo can be used for online advertising on our website and other commercial job boards unless we have been specifically instructed not to do so.
10. Validity of introduction
We will always discuss our client with the candidate and seek permission for details to be forwarded before the submission is made. We will submit candidates in good faith to all vacancies registered with us by a client. We assume that the introduction of a candidate is valid unless the client notifies us within 48 hours of the introduction that the candidate has been submitted by another agency, or has applied directly to the client and is in discussion with the client in relation to this vacancy. We would highlight that the existence of the candidate on an internal database of the client does not invalidate our introduction, unless the client is engaged in active discussions at the time the candidate’s CV is submitted by us. Where a candidate has been submitted and is initially rejected by the client (for reasons other than those stated above), or if the candidate rejects an offer of employment and is subsequently employed by the client in any capacity within a period of up to and including 12 months after the initial introduction date, the client shall be responsible for the full applicable fee resulting from such employment. Similarly, an approach made by the client to a candidate on social media and networking sites, or through a CV database, which is not reciprocated does not invalidate our introduction. Only when a two-way conversation has been engaged in by the client and candidate would this invalidate the introduction.
11. Expenses incurred
Consultant input into the review process is without charge. However, where our staff are required to travel on behalf of the client, this will be charged at the 2nd class rail fare or 55p per mile whichever is the lesser. All such invoices will be invoiced monthly and full details given.
12. Confidentiality
All information supplied by us is strictly confidential and must not be released to any third party without prior written consent.
13. GDPR
We will always seek the candidate’s consent to submit their personal details to the client for the sole purpose of facilitating the obligations of each party under these terms and conditions of business. The consent will allow the client to retain these details on their files/data system for the duration of the valid introduction period. At the end of that period, the client must delete the details from their files/data system or arrange for further consent to be obtained by us from the candidate. By agreeing to the terms of this contract, the client is confirming that they are fully compliant with the GDPR regulations and data protection policies within the UK, or in whichever jurisdiction the client is based.
14. Right to work in the UK or relevant jurisdiction
The responsibility for confirming a candidate’s right to work in the UK lies with the client. We will make reasonable attempts to confirm a candidate’s right to work. Should we become aware that a candidate does not have the right to work in the UK after submission to the client, we will draw this to the attention of the client.
15. Limit of liability
We do not take up references on candidates unless specifically requested to do so and we have the candidate’s explicit permission. We take no responsibility for the accuracy or otherwise of any references or any other information supplied by the candidates. The final decision as to the suitability of the candidate rests solely with the client. We accept no liability whatsoever on behalf of ourselves, our servants or agents for any loss of profit or any indirect special or consequential loss arising out of or in connection with any introduction made (except in respect of death or personal injury resulting from our negligence).
16. Third Parties
Any candidate introduced by you to a third party, whether associated or otherwise, resulting in employment of the candidate will result in a full fee being payable by the client or the third party, in accordance with these terms and conditions of business. Both the client and the third party will be held jointly and severally liable for the fee; and the client undertakes to communicate this to the third party.
17. Acceptance of our terms
Making any offer of employment to any candidate introduced by or on behalf of us is deemed to be acceptance of these terms and conditions of business. Similarly inviting one of our candidates to an interview will also constitute acceptance of these terms and conditions.
18. Entire Agreement
These terms and conditions of business constitute the entire agreement and understanding of the parties and supersede all prior terms and conditions, agreements, understandings and arrangements with respect thereto and may not be modified except by an instrument in writing signed by the parties or their authorised representative.
19. Severance
If any provision or term of these terms and conditions of business or any part thereof shall become or be declared illegal, invalid, or unenforceable for any reason whatsoever including without limitation by reasons of the provisions of any legislation or other provisions having the force of law by reason of any decision of any court or any body or authority having jurisdiction over the parties or this agreement, such terms and provisions shall be divisible from these terms and conditions of business and shall be deemed to be deleted from these terms and conditions of business in the jurisdiction required. If any such deletion substantially affects or alters the commercial basis of these terms and conditions of business, each party shall negotiate in good faith to amend and modify these terms and conditions of business as may be necessary or desirable in the circumstances.
20. Jurisdiction
These terms and conditions of business shall be governed by and construed in all respects in accordance with the Laws of England and Wales and each party hereby submits to the exclusive jurisdiction of the English Courts.
21. Notices
The client agrees to accept service of any documents by email, using the email address or addresses normally used by us in the conducting of our business. This includes service of court documents.
22. Variation of terms
We may vary these terms from time to time, and the varied terms will take effect once they have been published on our website. Where such a variation has a significant and immediate effect on a client, the variation will be brought to the attention of the client.
Updated 10 September 2026
Terms of Business with a Hirer for the Supply of Agency Workers
for Fashion Personnel Limited trading as Fashion & Retail Personnel
(1) Fashion Personnel Limited (registered company no 2608639) trading as Fashion & Retail Personnel of 151 Wardour Street, London W1F 8WE (“the Employment Business”).
(2) Full Company name detailed in the accompanying terms email (“the Hirer”) to whom the Agency Worker is Introduced. For the avoidance of doubt the Hirer shall also include any subsidiary or associated person, firm or corporate body (as the case may be) to whom the Agency Worker is Introduced.
1. Definitions and Interpretation
1.1 In these Terms the following definitions apply:
- “Agency Worker”
- means the individual who is Introduced by the Employment Business to provide services to the Hirer;
- “Assignment”
- means assignment services to be performed by the Agency Worker for the Hirer for a period of time during which the Agency Worker is supplied by the Employment Business to work temporarily for and under the supervision and direction of the Hirer;
- “Assignment Details Form”
- means written confirmation of the assignment details agreed with the Hirer prior to commencement of the Assignment;
- “AWR”
- means the Agency Workers Regulations 2010;
- “AWR Claim”
- means any complaint or claim to a tribunal or court made by or on behalf of the Agency Worker against the Hirer and/or the Employment Business for any breach of the AWR;
- “Calendar Week”
- means any period of seven days starting with the same day as the first day of the First Assignment;
- “Charges”
- means the Employment Business’s charges calculated in accordance with clause 6 and as may be varied from time to time in accordance with these Terms;
- “Comparable Employee”
- means as defined in Schedule 1 to these Terms;
- “Conduct Regulations”
- means the Conduct of Employment Agencies and Employment Businesses Regulations 2003;
- “Confidential Information”
- means any and all confidential commercial, financial, marketing, technical or other information or data of whatever nature relating to the Hirer or Employment Business or their business or affairs (including but not limited to these Terms, data, records, reports, agreements, software, programs, specifications, know-how, trade secrets and other information concerning the Assignment) in any form or medium whether disclosed or granted access to whether in writing, orally or by any other means, provided to the Agency Worker or any third party in relation to the Assignment by the Hirer or the Employment Business or by a third party on behalf of the Hirer whether before or after the date of these Terms together with any reproductions of such information in any form or medium or any part(s) of such information;
- “Control”
- means (a) the legal or beneficial ownership, directly or indirectly, of more than 50% of the issued share capital or similar right of ownership; or (b) the power to direct or cause the direction of the affairs and/or general management of the company, partnership, statutory body or other entity in question, whether through the ownership of voting capital, by contract or otherwise, and “Controls” and “Controlled” shall be construed accordingly;
- “Data Protection Laws”
- means the Data Protection Act 2018, the General Data Protection Regulation (EU 2016/679) and any applicable statutory or regulatory provisions in force from time to time relating to the protection and transfer of personal data;
- “Engagement”
- means the engagement (including the Agency Worker’s acceptance of the Hirer’s offer), employment or use of the Agency Worker by the Hirer or any third party to whom the Agency Worker has been introduced by the Hirer, on a permanent or temporary basis, whether under a contract of service or for services, and/or through a company of which the Agency Worker is an officer, employee or other representative, an agency, license, franchise or partnership arrangement, or any other engagement; and “Engage”, “Engages” and “Engaged” shall be construed accordingly;
- “First Assignment”
- means: (a) the relevant Assignment; or (b) if, prior to the relevant Assignment: (i) the Agency Worker has worked in any assignment in the same role with the relevant Hirer as the role in which the Agency Worker works in the relevant Assignment; and (ii) the relevant Qualifying Period commenced in any such assignment, that assignment (an assignment being (for the purpose of this defined term) a period of time during which the Agency Worker is supplied by one or more Temporary Work Agencies to the relevant Hirer to work temporarily for and under the supervision and direction of the relevant Hirer);
- “Hirer”
- means the person, firm or corporate body together with any subsidiary or associated person, firm or corporate body (as the case may be) to whom the Agency Worker is Introduced;
- “Hirer’s Group”
- means (a) any individual, company, partnership, statutory body or other entity which from time to time Controls the Hirer, including (but not limited to) as a holding company as defined in section 1159 of the Companies Act 2006; and (b) any company, partnership, statutory body or other entity which from time to time is Controlled by or is under common Control with the Hirer, including (but not limited to) as a subsidiary or holding company as defined in section 1159 of the Companies Act 2006;
- “Introduction”
- means whichever event is the latter of either (i) the passing to the Hirer of a curriculum vitae or information which identifies the Agency Worker; or (ii) the Hirer’s interview of the Agency Worker (in person or by telephone or by any other means), following the Hirer’s instruction to the Employment Business to supply a temporary worker; or (iii) the supply of an Agency worker; and, in any case, which leads to an Engagement of the temporary worker or the Agency Worker; and “Introduced” and “Introducing” shall be construed accordingly;
- “Losses”
- means all losses, liabilities, damages, costs, expenses, fines, penalties or interest, whether direct, indirect, special or consequential (including without limitation, any economic loss or other loss of profits, business or goodwill, management time and reasonable legal fees) and charges, including such items arising out of or resulting from actions, proceedings, claims and demands;
- “Qualifying Period”
- means 12 continuous Calendar Weeks during the whole or part of which the Agency Worker is supplied by one or more Temporary Work Agencies to the relevant Hirer to work temporarily for and under the supervision and direction of the relevant Hirer in the same role, and as further defined in the Schedule 1 to these Terms;
- “Relevant Period”
- means whichever ends the later of (a) the period of 8 weeks commencing on the day after the last day on which the Agency Worker worked for the Hirer having been supplied by the Employment Business; or (b) the period of 14 weeks commencing on the first day on which the Agency Worker worked for the Hirer having been supplied by Employment Business or 14 weeks from the first day of the most recent Assignment where there has been a break of more than 6 weeks (42 days) since any previous assignment;
- “Relevant Terms and Conditions”
- means for the purposes of the Agency Workers Regulations terms and conditions relating to: (a) pay; (b) the duration of working time; (c) night work; (d) rest periods; (e) rest breaks; and (f) annual leave — that are ordinarily included in the contracts of employees or workers (as appropriate) of the Hirer whether by collective agreement or otherwise and including (for the avoidance of doubt and without limitation) such terms and conditions that have become contractual by virtue of custom and practice, including copies of all relevant documentation;
- “Remuneration”
- includes gross base salary or fees, guaranteed and/or anticipated bonus and commission earnings, allowances, inducement payments, the benefit of a company car and all other payments and taxable (and, where applicable, non-taxable) emoluments payable to or receivable by the Agency Worker for services provided to or on behalf of the Hirer or any third party. Where a company car is provided, a notional amount of £6000 will be added to the salary in order to calculate the Employment Business’s fee;
- “Safeguarding Legislation”
- means the Safeguarding Vulnerable Groups Act 2006;
- “Temporary Work Agency”
- means as defined in the Schedule 1 to these Terms;
- “Terms”
- means these terms of business (including the attached schedule) together with any applicable Assignment Details Form;
- “Transfer Fee”
- means the fee payable in accordance with clause 8 of these Terms and Regulation 10 of the Conduct Regulations;
- “Vulnerable Person”
- means any person who by reason of age, infirmity, illness, disability or any other circumstances is in need of care or attention, and includes any person under the age of eighteen; and
- “WTR”
- means the Working Time Regulations 1998.
1.2 Unless the context otherwise requires, references to the singular include the plural and references to the masculine include the feminine and vice versa.
1.3 The headings contained in these Terms are for convenience only and do not affect their interpretation.
1.4 Any reference, express or implied, to an enactment includes a reference to that enactment as from time to time amended, modified, extended, re-enacted, replaced or applied by or under any other enactment (whether before or after the date of these Terms) and all subordinate legislation made (before or after these Terms) under it from time to time.
2. The Contract
2.1 These Terms constitute the entire agreement between the Employment Business and the Hirer for the supply of the Agency Workers’ services by the Employment Business to the Hirer and are deemed to be accepted by the Hirer by virtue of its request for, interview with or Engagement of the Agency Worker, or the passing of any information by the Hirer about an Agency Worker to any third party following an Introduction.
2.2 Unless otherwise agreed in writing by [a director] of the Employment Business, these Terms prevail over any terms of business or purchase conditions (or similar) put forward by the Hirer.
2.3 Subject to clause 6.2, no variation or alternation to these Terms shall be valid unless the details of such variation are agreed between [a director] of the Employment Business and the Hirer and are set out in writing and a copy of the varied Terms is given to the Hirer stating the date on or after which such varied Terms shall apply.
2.4 The Employment Business shall act as an employment business (as defined in Section 13(3) of the Employment Agencies Act 1973) when Introducing Agency Workers for Assignments with the Hirer.
3. Hirer Obligations
3.1 To enable the Employment Business to comply with its obligations under the Conduct Regulations the Hirer undertakes to provide to the Employment Business details of the position which the Hirer seeks to fill, including the following:
3.1.1 the type of work that the Agency Worker would be required to do;
3.1.2 the location and hours of work;
3.1.3 the experience, training, qualifications and any authorisation which the Hirer considers necessary or which are required by law or any professional body for the Agency Worker to possess in order to work in the position;
3.1.4 any risks to health or safety known to the Hirer and what steps the Hirer has taken to prevent or control such risks;
3.1.5 the date the Hirer requires the Agency Worker to commence the Assignment;
3.1.6 the duration or likely duration of the Assignment.
3.2 The Hirer will assist the Employment Business in complying with the Employment Business’s duties under the WTR by supplying any relevant information about the Assignment requested by the Employment Business and the Hirer will not do anything to cause the Employment Business to be in breach of its obligations under these Regulations. If the Hirer requires the services of an Agency Worker for more than 48 hours in any week during the course of an Assignment, the Hirer must notify the Employment Business of this requirement before the commencement of the Assignment or at the very latest, where this is not reasonably practicable, before the commencement of the work in which the Hirer requires the Agency Worker to work in excess of 48 hours.
3.3 The Hirer will comply with its obligations under Regulation 12 (Rights of agency workers in relation to access to collective facilities and amenities) and 13 (Rights of agency workers in relation to access to employment) of the AWR.
3.4 To enable the Employment Business to comply with its obligations under the AWR, the Hirer undertakes as soon as possible prior to the commencement of each Assignment and during each Assignment (as appropriate) and at any time at the Employment Business’s request:
3.4.1 to inform the Employment Business of any Calendar Weeks in which the Agency Worker has worked in the same or a similar role with the Hirer via any third party prior to the date of commencement of the relevant Assignment and/or during the relevant Assignment which count or may count towards the Qualifying Period;
3.4.2 if the Agency Worker has worked in the same or a similar role with the Hirer via any third party prior to the date of commencement of the relevant Assignment and/or works in the same or a similar role with the Hirer via any third party during the relevant Assignment, to provide the Employment Business with all the details of such work which may count towards the Qualifying Period, including (without limitation) details of where, when and the period(s) during which such work was undertaken and any other details requested by the Employment Business;
3.4.3 to inform the Employment Business if the Agency Worker has prior to the date of commencement of the relevant Assignment and/or during the relevant Assignment carried out work which could be deemed to count toward the Qualifying Period for the relevant Assignment in accordance with Regulation 9 of the AWR because s/he has:
3.4.3.1 completed two or more assignments with the Hirer;
3.4.3.2 completed at least one assignment with the Hirer and one or more earlier assignments with any member of the Hirer’s Group; and/or
3.4.3.3 worked in more than two roles during an assignment with the Hirer and on at least two occasions worked in a role that was not the same role as the previous role.
3.4.4 save where the Agency Worker will not complete the Qualifying Period during the term of the Assignment, to:
3.4.4.1 provide the Employment Business with written details of the basic working and employment conditions the Agency Worker would be entitled to for doing the same job if the Agency Worker had been recruited directly by the Hirer as an employee or worker at the time the Qualifying Period commenced or with those of a Comparable Employee, such basic working and employment conditions being the Relevant Terms and Conditions;
3.4.4.2 inform the Employment Business in writing whether the Relevant Terms and Conditions provided are those of a hypothetical directly recruited employee or worker or those of a Comparable Employee;
3.4.4.3 if the Relevant Terms and Conditions provided are those of a Comparable Employee, provide the Employment Business with a written explanation of the basis on which the Hirer considers that the relevant individual is a Comparable Employee; and
3.4.4.4 inform the Employment Business in writing of any variations in the Relevant Terms and Conditions made at any time during the relevant Assignment after the Qualifying Period commenced; and
3.4.5 save where the Agency Worker will not complete the Qualifying Period during the term of the Assignment, to provide the Employment Business with written details of its pay and benefits structures and appraisal processes and any variations of the same.
3.5 In addition, for the purpose of awarding any bonus to which the Agency Worker may be entitled under the AWR, the Hirer will:
3.5.1 integrate the Agency Worker into its relevant performance appraisal system;
3.5.2 assess the Agency Worker’s performance;
3.5.3 provide the Employment Business with copies of all documentation relating to any appraisal of the Agency Worker, including without limitation written details of the outcome of any appraisal and the amount of any bonus awarded; and
3.5.4 provide the Employment Business with all other assistance the Employment Business may request in connection with the assessment of the Agency Worker’s performance for the purpose of awarding any bonus.
3.6 The Hirer will comply with all the Employment Business’s requests for information and any other requirements to enable the Employment Business to comply with the AWR.
3.7 The Hirer warrants that:
3.7.1 all information and documentation supplied to the Employment Business in accordance with clauses 3.4, 3.5 and 3.6 is complete, accurate and up-to-date; and
3.7.2 it will, during the term of the relevant Assignment, immediately inform the Employment Business in writing of any subsequent change in any information or documentation provided in accordance with clauses 3.4, 3.5 and 3.6.
3.8 Without prejudice to clauses 14.7 and 14.8, the Hirer shall inform the Employment Business in writing of any:
3.8.1 oral or written complaint the Agency Worker makes to the Hirer which is or may be a complaint connected with rights under the AWR; and
3.8.2 written request for information relating to the Relevant Terms and Conditions that the Hirer receives from the Agency Worker
as soon as possible but no later than 7 calendar days from the day on which any such oral complaint is made to or written complaint or request is received by the Hirer and the Hirer will take such action and give such information and assistance as the Employment Business may request, and within any timeframe requested by the Employment Business, in order to resolve any such complaint or to provide any such information in a written statement to the Agency Worker within 28 days of the Hirer’s receipt of such a request in accordance with Regulation 16 of the AWR and the Hirer will provide the Employment Business with a copy of any such written statement.
3.9 The Hirer undertakes that it knows of no reason why it would be detrimental to the interests of the Agency Worker for the Agency Worker to fill the Assignment.
4. Information to be Provided by the Employment Business to the Hirer
4.1 When Introducing an Agency Worker to the Hirer the Employment Business shall inform the Hirer:
4.1.1 of the identity of the Agency Worker;
4.1.2 that the Agency Worker has the necessary or required experience, training, qualifications and any authorisation required by law or a professional body to work in the Assignment;
4.1.3 that the Agency Worker is willing to work in the Assignment; and
4.1.4 the Charges.
4.2 Where such information is not given in paper form or by electronic means it shall be confirmed by such means by the end of the third business day (excluding Saturday, Sunday and any Public or Bank Holiday) following, save where the Agency Worker is Introduced for an Assignment in the same position as one in which the Agency Worker had previously been supplied within the previous 5 business days and such information has already been given to the Hirer, unless the Hirer requests that the information be resubmitted.
5. Timesheets
5.1 At the end of each week of an Assignment (or at the end of the Assignment where it is for a period of 1 week or less) the Hirer shall sign the Employment Business’s timesheet verifying the number of hours worked by the Agency Worker during that week. The Hirer confirms that it is under no obligation to provide the Agency Worker with fixed hours of work.
5.2 Authorisation of the timesheet by the Hirer is confirmation of the number of hours worked. If the Hirer is unable to authorise a timesheet produced for authentication by the Agency Worker because the Hirer disputes the hours claimed, the Hirer shall inform the Employment Business as soon as is reasonably practicable and shall co-operate fully and in a timely fashion with the Employment Business to enable the Employment Business to establish what hours, if any, were worked by the Agency Worker. Failure to authorise the timesheet does not absolve the Hirer of its obligation to pay the Charges in respect of the hours worked.
5.3 The Hirer shall not be entitled to decline to authorise a timesheet on the basis that it is dissatisfied with the work performed by the Agency Worker. In the event that the Hirer is dissatisfied with the Agency Worker the provisions of clause 10 below shall apply.
6. Charges
6.1 The Hirer agrees to pay the Charges as notified to and agreed with the Hirer. The Charges are calculated according to the number of hours worked by the Agency Worker and comprise the following:
6.1.1 the Agency Worker’s hourly rate of pay and the hours worked;
6.1.2 an amount equal to any paid holiday leave to which the Agency Worker is entitled in connection with the WTR and, where applicable, the AWR and which is accrued during the course of an Assignment;
6.1.3 any other amounts to which the Agency Worker is entitled under the AWR, where applicable;
6.1.4 employer’s National Insurance contributions on the applicable rate and hours worked;
6.1.5 any travel, hotel or other expenses, as may have been agreed with the Hirer or, if there is no such agreement, such expenses as are reasonable; and
6.1.6 the Employment Business’s commission, which is calculated as a percentage of the Agency Worker’s hourly rate.
6.2 The Employment Business reserves the right to vary the Charges agreed with the Hirer, by giving written notice to the Hirer:
6.2.1 in order to comply with any additional liability imposed by statute or other legal requirement or entitlement, including but not limited to the AWR, the WTR, Social Security Contributions and Benefits Act 1992 and the Pensions Act 2008; and/or
6.2.2 if there is any variation in the Relevant Terms and Conditions.
6.3 The Employment Business will invoice the Charges to the Hirer on a weekly basis. The Hirer will pay the invoices within 7 days of the date of the invoice.
6.4 In addition to the Charges, the Hirer will pay the Employment Business an amount equal to any bonus that the Hirer awards to the Agency Worker in accordance with clause 3.5 immediately following any such award and the Employment Business will pay any such bonus to the Agency Worker. For the avoidance of doubt, the Hirer will also pay any employer’s National Insurance Contributions and the Employment Business’s commission on the bonus (calculated using the same percentage rate as that used under clause 6.1.6) in addition to any bonus payable to the Agency Worker.
6.5 VAT is payable at the applicable rate on the entirety of the Charges and all sums payable under clause 6.4.
6.6 The Employment Business reserves the right to charge interest under the Late Payment of Commercial Debts (Interest) Act 1998 on invoiced amounts unpaid by the due date. A fee of 3% of the invoice total is charged for late payment of our fees. This is added to the invoice and is to be deducted by you when paying on or before the due dates. We reserve the right to charge further late payment fees of 3% per month on the cumulative balance outstanding after the due date.
6.7 The Employment Business will not refund any of the Charges.
6.8 Any extension to payment terms must be agreed by Fashion Personnel. If extensions are granted they will be deemed to be immediately withdrawn in the event that the client announces its intention to enter into a company voluntary arrangement or in the event that its credit rating with reputable credit reference agencies is substantially downgraded.
6.9 The Hirer’s obligations under this clause 6 shall be performed without any right of the Hirer to invoke set-off, deductions, withholdings or other similar rights.
7. Payment of the Agency Worker
The Employment Business is responsible for paying the Agency Worker and where appropriate, for the deduction and payment of National Insurance Contributions and PAYE Income Tax applicable to the Agency Worker pursuant to sections 44–47 of the Income Tax (Earnings and Pensions) Act 2003.
Transfer Fees
7.1 The Hirer shall be liable to pay a Transfer Fee if the Hirer Engages an Agency Worker Introduced by the Employment Business other than via the Employment Business or introduces the Agency Worker to a third party and such introduction results in an Engagement of the Agency Worker by the third party other than via the Employment Business and:
7.1.1 where the Agency Worker has been supplied by the Employment Business, such Engagement takes place during the Assignment or within the Relevant Period; or
7.1.2 where the Agency Worker has not been supplied, such Engagement takes place within [6] months from the date of the Introduction to the Hirer.
The Transfer Fee will be calculated at 24% of the worker’s first year’s annual salary.
7.2 Where prior to the commencement of the Hirer’s Engagement other than via the Employment Business the Employment Business and the Hirer agree that such Engagement will be on the basis of a fixed term of less than 12 months, the Employment Business may, in its absolute discretion, reduce the Transfer Fee as calculated at 24% of the worker’s first year’s annual salary pro-rata. Such reduction is subject to the Hirer Engaging the Agency Worker for the agreed fixed term. Should the Hirer extend the Agency Worker’s Engagement or re-Engage the Agency Worker within 12 months from the commencement of the initial Engagement the Employment Business reserves the right to recover the balance of the Transfer Fee.
7.3 The Employment Business will not refund the Transfer Fee if the Engagement of the Agency Worker other than via the Employment Business by the Hirer or by a third party to which the Hirer introduces the Agency Worker terminates or terminates before the end of the fixed term.
7.4 VAT is payable in addition to any Transfer Fee due.
8. Suitability Checks and Information to be Provided in Special Situations
8.1 Where:
8.1.1 the Agency Worker is required by law, or any professional body to have any qualifications or authorisations to work on the Assignment, the Employment Business will take all reasonably practicable steps to obtain and offer to provide to the Hirer copies of any relevant qualifications or authorisations of the Agency Worker; and
8.1.2 in addition, where the Assignment involves working with, caring for or attending one or more Vulnerable Persons, the Employment Business will take all reasonably practicable steps to obtain and offer to provide copies to the Hirer of two references from persons who are not relatives of the Agency Worker and who have agreed that the references they provide may be disclosed to the Hirer;
and such other reasonably practicable steps as are required to confirm that the Agency Worker is suitable for the Assignment. If the Employment Business has taken all reasonably practicable steps to obtain the information above and has been unable to do so fully it shall inform the Hirer of the steps it has taken to obtain this information in any event.
8.2 The Hirer shall advise the Employment Business at the time of instructing the Employment Business to supply an Agency Worker whether during the course of the Assignment, the Agency Worker will be required to work with, care for or attend one or more Vulnerable Persons or engage in regulated activity as defined in the Safeguarding Legislation.
8.3 The Hirer shall assist the Employment Business by providing any information required to allow the Employment Business to comply with its statutory obligations under the Safeguarding Legislation and to allow the Employment Business to select a suitable Agency Worker for the Assignment.
8.4 In particular in the event that the Hirer removes an Agency Worker from an Assignment in circumstances which would require the Employment Business to provide information to the Disclosure and Barring Service (or the equivalent authority) under the Safeguarding Legislation, the Hirer will provide sufficient information to the Employment Business to allow it to discharge its statutory obligations.
9. Unsuitability of the Agency Worker
9.1 The Hirer undertakes to supervise the Agency Worker sufficiently to ensure the Hirer’s satisfaction with the Agency Worker’s standards of work. If the Hirer reasonably considers that the services of the Agency Worker are unsatisfactory, the Hirer may terminate the Assignment either by instructing the Agency Worker to leave the Assignment immediately, or by directing the Employment Business to remove the Agency Worker. The Employment Business may, in its absolute discretion, in such circumstances, reduce or cancel the Charges for the time worked by that Agency Worker, provided that the Hirer has notified the Employment Business immediately that they have asked the Agency Worker to leave the Assignment or the Assignment terminates:
9.1.1 within 4 hours of the Agency Worker commencing the Assignment where the Assignment is for more than 7 hours; or
9.1.2 within 2 hours for Assignments of 7 hours or less;
and provided that notification of the unsuitability of the Agency Worker is confirmed in writing to the Employment Business within 48 hours of the termination of the Assignment.
9.2 The Employment Business shall notify the Hirer immediately if it receives or otherwise obtains information which gives the Employment Business reasonable grounds to believe that any Agency Worker supplied to the Hirer is unsuitable for the Assignment and shall be entitled to terminate the Assignment forthwith without prior notice and without liability. Notwithstanding, the Hirer shall remain liable for all Charges incurred prior to the termination of the Assignment.
9.3 The Hirer shall notify the Employment Business immediately and without delay and in any event within 4 hours if the Agency Worker fails to attend work or has notified the Hirer that they are unable to attend work for any reason.
10. Termination of the Assignment
Any of the Hirer, the Employment Business or the Agency Worker may terminate an Assignment at any time without prior notice and without liability (except in the case of termination by the Hirer, who shall be liable for any Charges due under clause 6 above).
11. Confidentiality and Data Protection
11.1 All information relating to an Agency Worker is confidential and subject to the Data Protection Laws and is provided solely for the purpose of providing work-finding services to the Hirer. Such information must not be used for any other purpose nor divulged to any third party and the Hirer undertakes to abide by the provisions of the Data Protection Laws at all times.
11.2 The Employment Business undertakes to keep confidential all Relevant Terms and Conditions that the Hirer discloses to the Employment Business and not to use such information except for the purposes of compliance with the AWR (including, for the avoidance of doubt and without limitation, when dealing with any request for information or complaint made by any Agency Worker or any AWR Claim).
11.3 Information relating to the Employment Business’s business which is capable of being confidential must be kept confidential and not divulged to any third party, except information which is in the public domain.
12. Intellectual Property Rights
All copyright, trademarks, patents and other intellectual property rights deriving from the Assignment shall belong to the Hirer. Accordingly, the Employment Business shall use its reasonable endeavours to ensure that the Agency Worker shall execute all such documents and do all such acts in order to give effect to the Hirer’s rights pursuant to this clause.
13. Liability
13.1 Whilst reasonable efforts are made by the Employment Business to give satisfaction to the Hirer by ensuring reasonable standards of skill, integrity and reliability from the Agency Worker and to provide the same in accordance with the Assignment details as provided by the Hirer, no liability is accepted by the Employment Business for any loss, expense, damage or delay arising from any failure to provide any Agency Worker for all or part of the Assignment or from the negligence, dishonesty, misconduct or lack of skill of the Agency Worker or if the Agency Worker terminates the Assignment for any reason. For the avoidance of doubt, the Employment Business does not exclude liability for death or personal injury arising from its own negligence or for any other loss which it is not permitted to exclude under law.
13.2 Agency Workers supplied by the Employment Business pursuant to these Terms are engaged under contracts for services. They are not the employees of the Employment Business but are deemed to be under the supervision and direction of the Hirer from the time they report to take up duties and for the duration of the Assignment. The Hirer agrees to be responsible for all acts, errors or omissions of the Agency Worker, whether wilful, negligent or otherwise as though the Agency Worker was on the payroll of the Hirer.
13.3 The Hirer shall advise the Employment Business of any special health and safety matters about which the Employment Business is required to inform the Agency Worker and about any requirements imposed by law or by any professional body, which must be satisfied if the Agency Worker is to fill the Assignment.
13.4 The Hirer will also comply in all respects with all statutory provisions as are in force from time to time including, for the avoidance of doubt, but not limited to the WTR, the Data Protection Laws, Health and Safety At Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 [or the Health and Safety at work (Northern Ireland) Order 1978 and the management of Health and Safety at Work (Northern Ireland) Regulations 2000] (as amended), by-laws, codes of practice and legal requirements to which the Hirer is ordinarily subject in respect of the Hirer’s own staff (excluding the matters specifically mentioned in clause 7 above), including in particular the provision of adequate Employer’s and Public Liability Insurance cover for the Agency Worker during all Assignments.
13.5 The Hirer undertakes not to request the supply of an Agency Worker to perform the duties normally performed by a worker who is taking part in official industrial action or duties normally performed by a worker who has been transferred by the Hirer to perform the duties of a person on strike or taking official industrial action.
13.6 The Hirer shall indemnify and keep indemnified the Employment Business against any Losses incurred by the Employment Business arising out of any Assignment or arising out of any non-compliance with, and/or as a result of any breach of, these Terms by the Hirer.
13.7 The Hirer shall inform the Employment Business in writing of any AWR Claim which comes to the notice of the Hirer as soon as possible but no later than 7 calendar days from the day on which any such AWR Claim comes to the notice of the Hirer.
13.8 If the Agency Worker brings, or threatens to bring, any AWR Claim, the Hirer undertakes to take such action and give such information and assistance as the Employment Business may request, and within any timeframe requested by the Employment Business and at the Hirer’s own cost, to avoid, dispute, resist, mitigate, compromise or defend any such AWR Claim and to appeal against any judgment given in respect thereof.
14. Notices
All notices which are required to be given in accordance with these Terms shall be in writing and may be delivered personally or by first class prepaid post to the registered office of the party upon whom the notice is to be served or any other address that the party has notified the other party in writing, including by email. Any such notice shall be deemed to have been served: if by hand when delivered, if by first class post 48 hours following posting and if by email or facsimile transmission, when that email or facsimile is sent.
15. Severability
If any of the provisions of these Terms shall be determined by any competent authority to be unenforceable to any extent, such provision shall, to that extent, be severed from the remaining Terms, which shall continue to be valid to the fullest extent permitted by applicable laws.
16. Rights of Third Parties
None of the provisions of these Terms are intended to be for the benefit of or enforceable by third parties and the operation of the Contracts (Rights of Third Parties) Act 1999 is excluded.
17. Governing Law and Jurisdiction
These Terms are governed by the law of England & Wales and are subject to the exclusive jurisdiction of the Courts of England & Wales.
Questions about these terms?
Whether you’re hiring on a permanent, temporary or contract basis, our team is happy to talk through how these terms apply to your business.